Can I use the function field to capture time & date when status changes?

[JLeong]

Hi Guys,

How can I create a report to show a time & date when an incident changes from "Pending" to "Work in Progress".

Could I use the function field in the report? I am not sure how?

Thanks in advance.

[John Dahl · Accepted solution]

I would not go down the function field route... even if it works as expected, it might get more complicated than necessary. Since a record can get into the "Pending" state multiple times and for various reasons, you will want to determine if you want to track the first time, the last time, or any particular conditions that were active when the state change occurred. Two options that will give you precise control to track only the value you need are listed below:

• You can create a metric on the table that will tell you when the state changed and you can report on that.
• You can just create a simple date field that is set by a business rule or flow when the state changes.

Either of the options above should work and might provide a means that you and your team are already familiar with. 

[mkdangi21]

1. Create a new report: a. Navigate to "Reports" > "Create New". b. Select the "Table" report type. c. Choose the "Incident" table as the data source.

2. Configure the report filters: a. Click "Add Filter Condition". b. Set the filter to "State", "changes from", and "Pending". c. Click the "+" icon to add another filter condition. d. Set the second filter to "State", "changes to", and "Work in Progress".

3. Create a function field to capture the date and time of the status change: a. Click "Add Function Field". b. Choose the "Function" type as "Date/Time". c. Select "Created" as the input field. d. Choose "Audit History" as the input source. e. Set the function to "Max". f. Name the function field "Status Change Timestamp".

4. Configure the report columns: a. Click "Edit Columns". b. Add the following columns: "Number", "Short Description", "State", and "Status Change Timestamp". c. Click "Done".

5. Save and run the report: a. Click "Save" and give your report a meaningful name. b. Run the report by clicking "Run".

[JLeong]

Hi mkdangi21,

Thank you so much for responding to my question. I got so excited to see your email. In the filter condition, I don't see "changes from". Can I add this? If so, do you know how?

Thank you!

[JLeong]

I also don't see the Audit history 😞

[John Dahl · Accepted solution]

I would not go down the function field route... even if it works as expected, it might get more complicated than necessary. Since a record can get into the "Pending" state multiple times and for various reasons, you will want to determine if you want to track the first time, the last time, or any particular conditions that were active when the state change occurred. Two options that will give you precise control to track only the value you need are listed below:

• You can create a metric on the table that will tell you when the state changed and you can report on that.
• You can just create a simple date field that is set by a business rule or flow when the state changes.

Either of the options above should work and might provide a means that you and your team are already familiar with.